SOP Library
SOP NO:
GM-GO16
(List of Exhibits/Attachments)
Mission
:
Technical Support Services
Area:
Grains Marketing (GM)
Area:
Grains Marketing (GM)
Activity:
General Operation (GM-GO)
Title:
SOP on the Utilization of Metro Transport Office (MTO) Trucks
Date Approved/Issued:
12/01/2000
Date Effective:
12/01/2000
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A.
General Policies
1. MTO shall be treated as a project office under NFA-NCR with the primary function of providing transport services in NCR, Regions I to V, and Region VIII.
2. There shall be no need for MTO to set up or record income account for services rendered to NFA users. As a functional area rendering its line of service to NFA, there would be no need for an execution of a contract or memorandum of agreement between MTO and the NFA users for the use of MTO trucks. Likewise, there would be no more need for billings and advices as MTO would not charge the users for the use of the trucks. However, MTO shall prepare a
QUARTERLY TRUCK UTILIZATION REPORT
(Exhibit 1)
showing MTO’s performance in terms of efficiency in the use of MTO trucks. The report shall show among others whether the use of MTO trucks is more feasible over the use of private haulers.
3. Gasoline and oil and other related expenses to be incurred in transporting the truck from MTO to the requesting NFA Provincial/District Office shall be for the account of MTO. On the other hand, expenses incurred while the truck is still at the Provincial/District Office and upon return to MTO or to the next requesting Provincial/District Office shall be for the account of the point of origin Provincial Office/District Office.
4. For requesting offices outside NCR, travel allowance for the whole duration of travel of MTO drivers shall be for the account of the requesting NFA Provincial Office. MTO drivers shall collect the same at the Provincial Office. The drivers shall bring with them the Travel Authority (T.A.) to be presented to the provincial office prior to the collection of the required amount. MTO drivers shall liquidate the cash advance for travel allowance before returning to the MTO. In cases where the MTO trucks need to proceed to the next requesting Provincial Office, the MTO driver shall be allowed to make cash advance to that province even without the immediate presentation of the T.A. The MTO shall forward the required T.A. to the next requesting office as soon as it becomes available.
5. For requesting offices within NCR, overtime pay of MTO drivers incurred while servicing the District Office shall be for the account of the concerned District Office. While the overtime pay shall be collected at the MTO, the latter shall charge the respective District Offices with the use of responsibility cost centers codes.
6. Repairs and maintenance of the trucks shall be a regular undertaking of MTO, however, emergency and/or minor repairs (P 5,000 and less) that have to be undertaken while the truck is with the Provincial Office/District Office shall be an expense of the latter offices.
7. The concerned Provincial and District Offices shall submit to MTO a
QUARTERY REPORT ON the TON/KILOMETER UTILIZATION OF MTO TRUCKS
(Exhibit 2)
and
a
QUARTERY REPORT ON EXPENSES INCURRED FOR MTO TRUCKS
(
Exhibit 3
).
They shall use the locally approved ton/kilometer hauling rate in preparing the required report.
8. The receiving provincial office of the stocks transferred shall bear the shortages incurred during transport operations that is within the tolerable limit of .28%. On the other hand, MTO drivers shall be answerable for shortlanded deliveries or shortages in the number of bags. For shortages beyond the tolerable limit of .28%, the same shall be subject to further investigation and reconciliation to determine who is accountable.
B.
Specific Policies
1.
UTILIZATION OF MTO TRUCKS
The NCR
,
NFA Regions I to V, and Region VIII shall source their truck requirements primarily from MTO except when it is more expensive to use MTO trucks. These regions
shall only be allowed by their heads of offices to hire trucks from third party or private haulers
when it is certified by the Manager of MTO thru wire, fax, or lotus notes that there are no MTO trucks available for dispatch on the required day as requisitioned.
2.
BOOKING SYSTEM
Request for hauling services shall be transmitted to MTO through wire, fax, or lotus notes. Requests shall be prioritized as follows:
a. 1st priority -
Calamity and emergency operations
regardless of location.
b. 2nd Priority - NCR, Prioritization within NCR shall be on a "first come, first
served basis", with thedate of wire, fax, or lotus
c. 3rd priority - Regional Offices in Luzon and Region VIII. Prioritization within
Luzon and Region VIII shall be on a "first come, first served basis" with the date of wire, fax, or lotus notes as basis.
i)
Within NCR
(1) The concerned District/Provincial Manager shall request for trucks using the
REQUEST FOR METRO TRANSPORT SERVICE
(Exhibit 4)
addressed to the MTO Manager, by wire communication, fax, or lotus notes, at least six (6) working days before the scheduled dispatch, stating the number of trucks needed, duration, and volume to be hauled.
(2) MTO shall evaluate the request and determine availability of trucks within 24 hours from receipt of the request. It shall endorse the request together with the
EVALUATION OF REQUEST FOR MTO TRANSPORT SERVICE
(attached to the lower portion of the
REQUEST FOR METRO TRANSPORT SERVICE
of
Exhibit 4)
within 24 hours from receipt of the request to the Manager of MTO for approval/disapproval. The MTO Manager shall have at most two (2) days within which to act on the request and upon approval/disapproval by the Manager, the Operations Section shall confirm availability/non-availability through wire communication, fax, or lotus notes not later than three working (3) days before actual operations. It shall dispatch the trucks as requested, just in time for the actual operations .
ii)
Outside NCR
(1) Using the same form in
Exhibit 4
, the concerned Provincial Manager shall request trucks from MTO addressed to the MTO Manager copy furnished the Regional Manager-NCR, and the Regional Manager of the requesting PM, by wire communication, fax or lotus notes, at least nine (9) working days before the scheduled dispatch, stating the number of trucks needed, duration, and volume to be hauled.
(2) MTO shall evaluate the request using the
evaluation of
REQUEST FOR METRO TRANSPORT SERVICE
(attached to the lower portion of exhibit 4)
within 24 hours from receipt of the request and shall endorse the same with the recommendation to the Manager of MTO within the same period copy furnished the Regional Manager of NCR. The MTO Manager shall act on the recommendation and endorse the same to the Regional Manager of NCR within two (2) working days from receipt. The Regional Manager of NCR shall act on the recommendation within two (2) working days from receipt of the recommendation (approve/disapprove deployment to the concerned provincial offices and endorse back to the Operations Section of MTO). Upon action taken by the Regional Manager of NCR, the Operations Section of MTO shall confirm availability/non-availability through long distance telephone collect call not later than three (3) working days before actual operations.
(3) MTO shall dispatch the truck(s) as requested, just in time for the actual operations .
iii)
Truck Monitoring
(1)
The Operations Section of MTO shall maintain in the lotus notes a
TRUCK MONITORING CHART
(
Exhibit 5
)
to determine availability of vehicles and monitor their movements at any time during office hours.
(2) The NFA users could view the chart in their own personal computers (PCs) for them to determine the availability of MTO vehicles at any time
during office hours.
3.
REPORTING AND MONITORING SYSTEM
The Operations Section of MTO shall prepare the
Quarterly Truck Utilization Report
(Exhibit 1
)
to be submitted to the MTO Manager quarterly who shall in turn submit same to the NCR Director.
B.
Accounting Treatment
MTO shall cease to charge the receivable account for the related expenses incurred by the NFA client/user in the use of MTO trucks. Likewise the NFA user shall cease to record the reciprocal payable to MTO account.
1.
ACCOUNTING ENTRIES
MTO Books: Recording of gasoline expenses while transporting the trucks to the requesting Provincial/District Office
DR: Operating Expense-Gas and Oil-MTO Trucks xxx
CR: Vouchers Payable xxx
#
DR: Vouchers Payable xxx
CR: Cash xxx
NFA-Provincial/District Office Books: Recording of gasoline expenses and other expenses incurred by MTO trucks
DR: Operating Expenses-MTO Trucks-Gas and Oil xxx
DR:
Operating Expenses-MTO Trucks-Rep. and Maint. xxx
CR: Vouchers Payable xxx
#
DR: Vouchers Payable xxx
CR: Cash xxx
NFA-Provincial Office Books: Travel Allowance of MTO Drivers
DR: Cash with Other Officers xxx
CR: Vouchers Payable xxx
#
DR: Vouchers Payable xxx
CR: Cash xxx
NFA-Provincial Office Books: Upon liquidation of cash advance
DR: Operating Expenses-MTO Trucks-
Travelling expenses xxx
CR: Cash with Other Officers xxx
MTO Books: Overtime Pay of MTO Drivers
DR: Operating Expense-Responsibility Cost Center-
MTO Trucks-Overtime Pay xxx
CR: Vouchers Payable xxx
#
DR: Vouchers Payable xxx
CR: Cash xxx
NFA-Receiving Province: Shortages incurred during transfer within tolerable allowance
DR: Inventory Items for Sale xxx
DR: Operating Expense-Warehousing Losses on CA Assets
-Shrinkage, Spillage and Depredation
(Inter-warehouse or within the province) xxx
DR: Operating Expense-Transfer-in-Losses on CA
-Shrinkage, Spillage, and Depredation
(Inter-province) xxx
CR: Inventory in Transit(Inter-warehouse or within the province) xxx
CR: HOCA/ROCA (Inter-province) xxx
NFA-Receiving Province: Shortlanded deliveries or shortages in the number of bags
DR: Inventory Items for Sale xxx
DR: HOCA/ROCA-MTO-Shortlanded (xxx)
CR: HOCA/ROCA xxx
MTO Books: Responding Advice
for Shortlanded deliveries or shortages
in the number of bags
DR: Accounts Receivable-Driver xxx
CR: HOCA/ROCA (F.O.)
xxx
III. RESPONSIBILITIES
1.
Requesting District/Provincial Manager within NCR
a. Requests for MTO trucks using the
Request for Metro Transport Service
(Exhibit 4)
addressed to the MTO Manager by wire communication, fax, or lotus notes at least six (6) working days before the scheduled dispatch, stating the number of trucks needed, duration of use, and volume to be hauled.
b. Provides gasoline and oil and other supplies to the MTO while the same is servicing their office.
c. Prepares the
Quarterly Report on the Ton/Kilometer Utilization of MTO Trucks
(Exhibit 2).
d. Prepares the
Quarterly Report on Expenses Incurred for MTO Trucks
(Exhibit 3).
2.
Requesting Provincial Manager outside NCR
a. Requests for MTO trucks using the
Request for Metro Transport Service
(Exhibit 4)
, addressed MTO Manager, cc NCR Regional Manager and the requesting Regional Manager by wire communication, fax or lotus notes,for use of trucks, at least nine (9) working days before the scheduled dispatch, stating the number of trucks needed,
duration, and volume to be hauled.
b. Extends traveling allowance to MTO drivers while the latter is still in the requesting provincial office.
c. Provides gasoline and oil and other necessities to the MTO truck while the same is in their Office.
d. Causes the emergency and/or minor repairs and maintenace (P 5,000 and less) of MTO trucks while the same is with their Office.
e. Prepares the
Quarterly Report on the Ton/Kilometer Utilization of MTO Trucks
(Exhibit 2).
f. Prepares the
Quarterly Report on Expenses Incurred for MTO Trucks (Exhibit 3).
3.
MTO Operations
a. Receives requests from requesting Provincial/District Managers.
b. Evaluates requests for MTO trucks.
c. Determines availability of trucks.
d. Accomplishes the
Evaluation of Request for MTO Transport Service (attached to the lower portion of exhibit 4)
e. If request is within NCR, endorses within 24 hours from receipt of the request, the evaluation to the Manager of MTO for approval.
f. If request is outside NCR, endorses the evaluation and recommendation within 24 hours from receipt of the request, to the Regional Manager of NCR thru the Manager, MTO.
g. Confirms availability or non-availability of transport service to the requesting party through wire communication, fax or lotus notes not later than three (3) working days before actual operations.
h. Dispatches the trucks as requested, just in time for the actual operations.
i. Provides the gasoline and oil and other necessities to be incurred in transporting the truck from MTO to the requesting Provincial/District Office.
j. Maintains the
Truck Monitoring Chart (
Exhibit 5).
4.
Manager, MTO
a. For requests within NCR, approves/disapproves and endorses back to the Operations Section within two (2) working days from receipt of the request from the Operations Section MTO.
b. For requests outside NCR, signs the recommending approval portion of the request and endorses the same to the Regional Manager of NCR within two (2) working days from receipt of the request from the Operations Section of MTO.
c. Sees to it that MTO trucks are properly maintained to ensure their optimum efficiency in performance.
d. Evaluates and analyzes the results of operations of MTO and recommends necessary alternative courses of action in cases of uneconomical and/or inefficient performance of MTO.
e. In cases where the MTO driver has to proceed to another requesting Provincial Office immediately after servicing a previous one, forwards the Travel Authority to the next requesting Provincial Office.
f. Causes the payment of overtime pay of MTO drivers incurred while servicing the District Offices.
g. Causes the regular repair and maintenance of MTO trucks.
5.
Regional Manager, NCR
a. For requests outside NCR, acts on the recommendation of the MTO Manager (approves/disapproves and endorse back to MTO within two (2) working days from receipt of the request from the MTO Manager.
6.
Accountant, MTO
a. Charges the District Offices using responsibility cost centers for the overtime pay of MTO drivers.
b. Charges the District Offices using responsibility cost centers for the gasoline and oil and other supplies used by the District Office.
c. Prepares the
Quarterly Truck Utilization Report
(Exhibit 1).
7.
MTO Driver
a. Secures Travel Authority before going to the requesting Provincial Office.
b. Collects traveling allowance from the requesting Provincial Office.
c. Liquidates cash advance for traveling allowance before leaving the client-Provincial Office
d. Secures the safely of the stocks under custody while in transit.
e. Answers for the shortlanded deliveries or shortages in the number of bags.
IV. FLOW CHART
Top Page
EXHIBITS
Quarterly Truck Utilization Report
Quarterly Report on the Ton/Kilometer Utilization of MTO Trucks
Quarterly Report on Expenses Incurred for MTO Trucks
Request for Metro Transport Service
Truck Monitoring Chart